Executive Assistant Job Profile
Job Standards
1. Primary Objectives
• Build, implement, and manage all systems for sellers, buyers, lead generation, database management, information management, and back-office support
• Responsible for all financial systems, including maintaining the books, paying the bills, handling payroll, assuring the collection of commissions, maintaining the budget, and generating financial reports
• Oversee all contracts through closing
• Create and maintain an operations manual that documents all systems and standards
• Coordinate the purchase, installation, and maintenance of all office equipment
• Be the first point of contact in handling customer inquiries or complaints
• Keep the lead agent informed regarding any problems or issues that need to be handled
• Responsible for hiring, training, consulting, and holding accountable all additional administrative team members
2. Regular Work Activities
• System development, implementation, and management
• Information management
• Oversight of contracts through closing
• Customer/vendor relations
• Bookkeeping (A/R and A/P)
• Leading administrative team members (as appropriate to team structure)
3. Management Responsibilities
• All administrative team members – as the team grows, the management responsibilities will grow.
4. Key Skills
• Strong written and verbal communication skills
• Exceptional organizational and project management abilities
• Bookkeeping skills
• Great ability to focus
• Concerned about doing things the right way
• Calm under pressure
• Learning based
• Service-based attitude
• Proven ability to succeed
5. People Contacts and Interactions
• Lead Agent – daily
• Buyers/Sellers/Vendors – as appropriate, in most cases weekly
6. Compensation
• Hourly, based on Experience - starting pay during 90 day probation period and then a raise after the 90 days are up
• Earn a Base Salary after hiring another administrative team member.
• Bonus system per closed deal and/or as team hits a certain level - Possible profit share in the future.
• 10 paid vacation / sick days
• Possible contribution towards health insurance
Job Requirements
Experience, Training, and Education
ð High school graduate
ð Bachelor’s degree preferred
ð Real estate license preferred (expected within 1 year)
ð 1 – 3 years of service and management experience
ð 3 – 5 years of administrative experience
Behavioral Requirements
1. Executive Assistant – JAR = 3494 “Consistent & Composed”
Most dominant traits are persistence, stability, and a commitment to quality.
Low V1 Takes a process-oriented approach to risks and unfamiliar situations; prefers cautious, deliberate decision-making; comfortable in a supporting leadership role
Mid V2 Mildly sociable; comfortable interacting with others and working with teams, yet also seeks solitude, reflection, and quiet analysis
High V3 Methodical and predictable; seen as patient and accommodating; demonstrates calm and maintains performance under pressure and duress
Mid V4 Mildly structured; appreciates the details within the context of the “big picture”; considers other perspectives and opinions before delivering decisions
2. Preferred DISC = SC, SCD, or SCI
Lo-Mid D: Prefers parameters of authority to be set before making decisions; prefers to operate as part of a team; indirect leader
Lo-Mid I: Moderately outgoing and people oriented; uses facts and information to persuade others
Hi S: Cautious; caring, helpful, and dependable; prefers predictable situations and tasks; strives for harmonious relationships
High C: Analytical; competent practitioner with high standards of quality and detail orientation
Executive Assistant Narrative
Urban Pro MVVBP
If you have a great candidate for this position, please contact us today at brian@urbanprorealty.com or 720.334.1104.
